B. University Sponsored Events are those activities directly related to the life of the campus community beyond the classroom; i.e., athletics, recreation, and student programming activities, etc. Programs may be scheduled or sponsored by alumni, faculty, staff, administrative offices and student organizations/clubs. All participants must be WCU faculty, staff, and/or students and alumni.

1. Official University Events: are those programs which are scheduled or sponsored by faculty, staff, administrative offices and departments that are planned primarily for members of the WCU community and/or the benefit of West Chester University. It is recognized that members of the community, guests and alumni may attend these programs. Examples of such events are: Academic Festival, Alumni Weekend, Brian’s Run, Commencement, Convocation, Family Day, Homecoming, Intercollegiate Competitions, Martin Luther King Celebration, Open Houses hosted by the Office of Admissions, Women of Color Conference and summer sports camps run exclusively by West Chester University coaches. The President may classify other events as "Official University Events".

2. Student Events: Student Government Association officially-recognized student clubs, organizations, programs, activities and services planned by and primarily for members of the WCU community. It is recognized that members of the community, guests and alumni may attend these programs. Examples of such events are student organizational meetings, workshops, conferences, shows, concerts, movies, and other social activities.

C. University Related Events are those academic camps, conferences and workshops arranged by students, faculty or staff that charge a registration fee. Examples of such programs are the Poetry Conference, Forensics Camp, Visual Arts Camp. They are recognized as a vital part of programming and visibility for the University. These programs must be developed by University staff and are not affiliated with any outside organization/association. These programs must be self-support and must have approved budget forms signed by their respective deans and/or vice presidents. An Interdepartmental Conference Agreement will be issued to the faculty/staff coordinator with sign-off approval required by his or her dean/vice president. (Attachment C.) The following criteria must be met in order for the event to be considered "University Related":

1. Support from an appropriate academic dean or administrative vice president to ensure that the University’s educational mission is properly maintained.
2. A University Interdepartmental Conference Agreement will be issued to the coordinator of the event. The dean and/or appropriate VP must sign off on the Interdepartmental Conference Agreement form as well as the Interdepartmental Conference Budget form.

D. University Co-Sponsored Events are academic programs, conferences and/or meetings involving two entities – a University school, academic department, administrative unit or student organization and an outside organization such as a professional association in which the University holds membership or maintains a relationship that directly benefits the University community. The following criteria must be met in order for the event to be considered co-sponsored:

1. Support from an appropriate academic dean or administrative vice president to ensure that the University’s educational mission is properly maintained.
2. A University Interdepartmental Conference Agreement will be issued to the coordinator of the event. The dean and/or appropriate VP must sign off on the Interdepartmental Conference Agreement form as well as the Interdepartmental Conference Budget form.
3. A University Facility Use Agreement will be issued to the outside organization.
4. In order to minimize liability risks, the University will require the outside organization to issue the University a Certificate of Insurance as outlined in the terms of the contract.

If the external organization requires registration fees to go through their operation, the event will no longer be considered co-sponsored but will be considered strictly external.

E. Non-University/External Events are those programs and activities organized by any business or community groups not encompassed in the organizational structure of the University. Examples of such events are Chester Co. Hospital Celebration, West Chester Police Training, Veteran’s Extravaganza, Antique Show, Business to Business Expo, and professional group meetings. A Facilities Use Agreement will be issued to the external group coordinator.

F. Town/Gown Programs are those events, which include: The Chester County Gilbert & Sullivan Society, Killinger Foundation and Sturzebecker Foundation. These organizations are an integral part of the relationship between the University and the community. A special arrangement has been agreed to concerning these groups. Facility usage fees are waived in return for an annual donation. The organizations are responsible for all support charges.

G. Athletic Team Sponsored Fundraisers are those activities, which allows West Chester University athletic teams to sponsor fund-raising events using West Chester University facilities for the purpose of scholarship, team spring-training trips, and equipment enhancement. These types of activities are a financial under girding of the overall athletic program at WCU. These events could be, but are not limited to tournaments, meets or games, all of which are sponsored by a University team, not any other organization. Events meeting these criteria must follow the published guidelines as indicated on the "Athletic Team Sponsored Event Agreement" form. Formal sign off is required from all of the following: team head coach, facility coordinator, NCAA Compliance Officer, Director of Athletics, Coordinator of Conference Services and the Vice President for Administrative and Fiscal Affairs. Events remain tentative until formal sign-off approval is given.

| Facility Policy |
| Purpose | Philosophy | Definitions | Fee Assessment |
| Advisory Board Charter | Conference Agreement | Conference Agreement Form | Budget Form |
| Entire Policy |